HomeMy WebLinkAbout05 - Approval of Uniform and Floor Mat Service Agreement and Authorization to Terminate the Current AgreementTO:
FROM:
CITY OF
NEWPORT BEACH
City Council Staff Report
March 14, 2023
Agenda Item No. 5
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: John Salazar, Streets & Beaches Superintendent,
jsalazar@newportbeachca.gov
PHONE: 949-718-3460
TITLE: Approval of Uniform and Floor Mat Service Agreement with
Prudential Overall Supply and Authorization to Terminate the Current
Agreement with Mission Linen Supply
ABSTRACT:
The City of Newport Beach (City) provides uniforms to various maintenance employees
as authorized per the City of Newport Beach Employee League Memorandum of
Understanding (MOU). Following a competitive Request for Proposals (RFP) process, on
February 22, 2022, Mission Linen Supply was awarded the agreement to provide uniform
rental and laundering services. However, due to irreconcilable differences regarding
billing rates and contract terms, staff requests authorization to terminate the current
agreement with Mission Linen Supply and requests approval of a Uniform and Floor Mat
Service Agreement with Prudential Overall Supply, who was the second lowest bidder
during the initial RFP process.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
b) Authorize termination of the Uniform and Floor Mat Service Agreement with Mission
Linen Supply according to the terms of the agreement; and
c) Approve the Uniform and Floor Mat Service Agreement with Prudential Overall Supply
with a five-year term and a total not -to -exceed amount of $250,000, and authorize the
Mayor and City Clerk to execute the agreement.
DISCUSSION:
The City provides uniforms to various staff members and maintenance employees in the
Public Works, Utilities, Library, Finance and Recreation and Senior Services
Departments. Commercial laundering, cleaning, repairing and replacement of garments
ensures that uniforms are well maintained.
5-1
Approval of Uniform and Floor Mat Service Agreement with Prudential Overall Supply
and Authorization to Terminate the Current Agreement with Mission Linen Supply
March 14, 2023
Page 2
In general, the City contracts with one vendor to provide uniform, mat and maintenance
shop towel rental services. Standard City uniforms are provided to identified staff, as
authorized per the City MOU. The floor mats are used in various buildings to prevent dirt
and grime from being tracked into City facilities and shop towels are used by equipment
maintenance staff while repairing and maintaining City -owned equipment.
On December 16, 2021, the Public Works Department published RFP 22-30 for uniform
rental and laundering services, and on January 17, 2022, the City received two proposals.
Proposals were evaluated by a selection panel based on qualifications (30%) and cost
(70%). The panel included staff from the Public Works, Recreation and Senior Services,
and Utilities Departments.
RFP No. 22-30 Uniform Services
Mission Linen Supply
Prudential Overall
Supply
TECHNICAL SCORE OUT OF 30 :
24.00
24.67
COST RATIO SCORE OUT OF 70 :
68.94
47.77
AGGREGATE SCORE (OUT OF 100):
92.94
72.44
Upon the conclusion of the evaluation process, the City selected the highest scoring
proposer, Mission Linen Supply.
On February 22, 2022, the City Council awarded an agreement with Mission Linen Supply
to provide uniform rental and laundering services, for a five-year term with a total
not -to -exceed cost of $250,000. City staff worked closely with Mission Linen Supply to
provide uniformed City staff an easy transition between uniform companies.
After 10 months of unsatisfactory service, staff has attempted to resolve customer service
issues, such as invoicing inconsistencies, additional restocking fees not included in the
billing rates, a lack of timely turnaround of missing or incorrect uniform deliveries, and the
lack of timely responses on status updates from Mission Linen Supply. Staff recommends
terminating the agreement with Mission Linen Supply for failure to provide services under
the contract terms.
Therefore, staff requests approval to award a Uniform and Floor Mat Service Agreement
to the second lowest bidder, Prudential Overall Supply, which was also the previous
uniform contractor with the City from March 2016 to March 2022. During that time, the
company provided quality customer service with few delivery issues, was highly
responsive to uniform changes without additional fees, and provided accurate invoicing.
FISCAL IMPACT:
The adopted budget includes sufficient funding for this contract. It will be expensed to the
uniform accounts (871006) in the applicable departments operating budget.
5-2
Approval of Uniform and Floor Mat Service Agreement with Prudential Overall Supply
and Authorization to Terminate the Current Agreement with Mission Linen Supply
March 14, 2023
Page 3
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Proposed Agreement with Prudential Overall Supply Services
Attachment B — Current Agreement with Mission Linen Supply
5-3
ATTACHMENT A
SERVICES AGREEMENT
WITH PRUDENTIAL OVERALL SUPPLY FOR
UNIFORM RENTAL SERVICES
THIS SERVICES AGREEMENT ("Agreement") is made and entered into as of this
14th day of March, 2023 ("Effective Date"), by and between the CITY OF NEWPORT
BEACH, a California municipal corporation and charter city ("City"), and PRUDENTIAL
OVERALL SUPPLY, a California corporation ("Contractor"), whose address is 1661 Alton
Parkway, Irvine, California 92606, and is made with reference to the following. -
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Contractor to supply uniform rental and maintenance
services for the City, including, but not limited to, weekly staff uniform cleanings, -
laundry and rental services for City Employees; and supply and cleaning of shop
towels, fender covers and floors mats for City ("Project").
C. Contractor possesses the skill, experience, ability, background, certification and
knowledge to provide the maintenance and/or repair services described in this
Agreement.
D. Contractor has examined the location of all proposed work, carefully reviewed and
evaluated the specifications set forth by City for the Project, is familiar with all
conditions relevant to the performance of services, and has committed to perform
all work required for the compensation specified in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on March 1, 2028, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
2.1 Contractor shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). As a material inducement to City entering into this Agreement, Contractor
represents and warrants that Contractor is a provider of first class work and Contractor is
experienced in performing the Work contemplated herein and, in light of such status and
experience, Contractor covenants that it shall follow community professional standards
with the ordinary degree of skill and care that would be used by other reasonably
5-4
competent practitioners of the same discipline under similar circumstances, in performing
the Work required hereunder, and that all materials will be of good quality.
2.2 Contractor shall perform all Work required to be performed, and shall
provide and furnish all the labor, materials, necessary tools, expendable equipment and
all utility and transportation services necessary for the Project.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this Agreement
and Contractor shall perform the Services in accordance with the schedule included in
Exhibit A. In the absence of a specific schedule, the Services shall be performed to
completion in a diligent and timely manner. The failure by Contractor to strictly adhere to
the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely
manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Contractor shall not be responsible for
delays due to causes beyond Contractor's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Contractor shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein, not later than two (2) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Contractor's control.
3.4 For all time periods not specifically set forth herein, Contractor shall respond
in the most expedient and appropriate manner under the circumstances, by fax, hand -
delivery or mail.
4. COMPENSATION TO CONTRACTOR
4.1 City shall pay Contractor for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Except as
otherwise provided herein, no rate changes shall be made during the term of this
Agreement without the prior written approval of City. Contractor's compensation for all
Services performed in accordance with this Agreement, including all reimbursable items,
shall not exceed Two Hundred Fifty Thousand Dollars and 001100 ($250,000.00),
without prior written amendment to the Agreement.
4.2 Contractor shall submit monthly invoices to City describing the Work
performed the preceding month. Contractor's bills shall include the name and/or
classification of employee who performed the Work, a brief description of the Services
performed and/or the specific task in the Scope of Services to which it relates, the date
the Services were performed, the number of hours spent on all Work billed on an hourly
Prudential Overall Supply Page 2 5-5
basis, and a description of any reimbursable expenditures. City shall pay Contractor no
later than thirty (30) calendar days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Contractor only for those costs or expenses specifically
identified in Exhibit B to this Agreement, or specifically approved in writing in advance by
City.
4.4 Contractor shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with Exhibit B.
5. PROJECT MANAGER
5.1 Contractor shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Contractor has designated Samuel Ross to be its
Project Manager. Contractor shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Contractor, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Contractor warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. City's
Public Works Director or designee shall be the Project Administrator and shall have the
authority to act for City under this Agreement. The Project Administrator shall represent
City in all matters pertaining to the Services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
To assist Contractor in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Contractor, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Contractor's Work schedule.
8. TYPE AND INSTALLATION OF MATERIALS/STANDARD OF CARE
8.1 Contractor shall use only the standard materials described in Exhibit A in
performing Services under this Agreement. Any deviation from the materials described
Prudential Overall Supply Page 3 5.6
in Exhibit A shall not be installed or utilized unless approved in advance and in writing by
the Project Administrator.
8.2 All of the Services shall be performed by Contractor or under Contractor's
supervision. Contractor represents that it possesses the personnel required to perform
the Services required by this Agreement, and that it will perform all Services in a manner
commensurate with community professional standards and with the ordinary degree of
skill and care that would be used by other reasonably competent practitioners of the same
discipline under similar circumstances. All Services shall be performed by qualified and
experienced personnel who are not employed by City. By delivery of completed Work,
Contractor certifies that the Work conforms to the requirements of this Agreement, all
applicable federal, state and local laws and legally recognized professional standards.
8.3 Contractor represents and warrants to City that it has, shall obtain and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Contractor to practice its profession. Contractor shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.4 Contractor shall not be responsible for delay, nor shall Contractor be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Contractor's Work promptly, or delay or faulty performance by City,
contractors, or governmental agencies.
9. RESPONSIBILITY FOR DAMAGES OR INJURY
9.1 City and all officers, employees and representatives thereof shall not be
responsible in any manner for any loss or damage to any of the materials or other things
used or employed in performing the Project or for injury to or death of any person as a
result of Contractor's performance of the Services required hereunder; or for damage to
property from any cause arising from the performance of the Project by Contractor, or its
subcontractors, or its workers, or anyone employed by either of them.
9.2 Contractor shall be responsible for any liability imposed by law and for
injuries to or death of any person or damage to property resulting from defects,
obstructions or from any cause arising from Contractor's Work on the Project, or the Work
of any subcontractor or supplier selected by Contractor.
9.3 To the fullest extent permitted by law, Contractor shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees (collectively, the "Indemnified Parties") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate
Prudential Overall Supply Page 4 5.7
(directly or indirectly) to any breach of the terms and conditions of this Agreement, any
Work performed or Services provided under this Agreement including, without limitation,
defects in workmanship or materials or Contractor's presence or activities conducted on
the Project (including the negligent and/or willful acts, errors and/or omissions of
Contractor, its principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts
they may be liable or any or all of them).
9.4 Notwithstanding the foregoing, nothing herein shall be construed to require
Contractor to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorneys' fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Contractor.
9.5 Contractor shall perform all Work in a manner to minimize public
inconvenience and possible hazard, to restore other work areas to their original condition
and former usefulness as soon as possible, and to protect public and private property.
Contractor shall be liable for any private or public property damaged during the
performance of the Work by Contractor or its agents.
9.6 To the extent authorized by law, as much of the money due Contractor
under and by virtue of the Agreement as shall be considered necessary by City may be
retained by it until disposition has been made of such suits or claims for damages as
aforesaid.
9.7 The rights and obligations set forth in this Section shall survive the
termination of this Agreement.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Contractor on an independent contractor basis
and Contractor is not an agent or employee of City. The manner and means of conducting
the Work are under the control of Contractor, except to the extent they are limited by
statute, rule or regulation and the expressed terms of this Agreement. No civil service
status or other right of employment shall accrue to Contractor or its employees. Nothing
in this Agreement shall be deemed to constitute approval for Contractor or any of
Contractor's employees or agents, to be the agents or employees of City. Contractor
shall have the responsibility for and control over the means of performing the Work,
provided that Contractor is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Contractor as to the details
of the performance of the Work or to exercise a measure of control over Contractor shall
mean only that Contractor shall follow the desires of City with respect to the results of the
Services.
Prudential Overall Supply Page 5 5.8
11. COOPERATION
Contractor agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with Contractor on the Project.
12. CITY POLICY
Contractor shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
13. PROGRESS
Contractor is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Contractor's indemnification of City, and prior to commencement
of Work, Contractor shall obtain, provide and maintain at its own expense during the term
of this Agreement or for other periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Contractor, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Contractor is a partnership or
joint -venture or syndicate or cotenancy, which shall result in changing the control of
Contractor. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Contractor shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise required by law. City is an intended beneficiary of any Work
performed by the subcontractor for purposes of establishing a duty of care between the
subcontractor and City. Except as specifically authorized herein, the Services to be
Prudential Overall Supply Page 6 5_9
provided under this Agreement shall not be otherwise assigned, transferred, contracted
or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
Each and every report, draft, map, record, plan, document and other writing
produced (hereinafter "Documents"), prepared or caused to be prepared by Contractor,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Contractor or any
other party. Contractor shall, at Contractor's expense, provide such Documents to City
upon prior written request.
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
19. RECORDS
Contractor shall keep records and invoices in connection with the Services to be
performed under this Agreement. Contractor shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Contractor
under this Agreement. All such records and invoices shall be clearly identifiable.
Contractor shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Contractor shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Contractor
under this Agreement.
20. WITHHOLDINGS
City may withhold payment to Contractor of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Contractor shall not
discontinue Work as a result of such withholding. Contractor shall have an immediate
right to appeal to the City Manager or his/her designee with respect to such disputed
sums. Contractor shall be entitled to receive interest on any withheld sums at the rate of
return that City earned on its investments during the time period, from the date of
withholding of any amounts found to have been improperly withheld.
21. CITY'S RIGHT TO EMPLOY OTHER CONTRACTORS
City reserves the right to employ other contractors in connection with the Project.
Prudential Overall Supply Page 7 5-10
22.1 Contractor or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest_
22.2 If subject to the Act and/or Government Code §§ 1090 et seg., Contractor
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Contractor shall
indemnify and hold harmless City for any and all claims for damages resulting from
Contractor's violation of this Section.
f► �`[9111Eel *9
23.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
23.2 All notices, demands, requests or approvals from Contractor to City shall be
addressed to City at:
Attn: Public Works Director
Public Works Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
23.3 All notices, demands, requests or approvals from City to Contractor shall be
addressed to Contractor at:
Attn: Chris Welch
Prudential Overall Supply
1661 N. Alton Parkway
Irvine, CA 92606
24. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Contractor shall submit to City, in writing,
all claims for compensation under or arising out of this Agreement. Contractor's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
Prudential Overall Supply Page 8 5-11
identified by Contractor in writing as unsettled at the time of its final request for payment.
Contractor and City expressly agree that in addition to any claims filing requirements set
forth in the Agreement, Contractor shall be required to file any claim Contractor may have
against City in strict conformance with the Government Claims Act (Government Code
sections 900 et seq.).
25. TERMINATION
25.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) calendar days, or if more than two (2) calendar days are reasonably required
to cure the default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
25.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Contractor. In the
event of termination under this Section, City shall pay Contractor for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Contractor has not been previously paid. On the effective date of termination, Contractor
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
26. LABOR
26.1 Contractor shall conform with all applicable provisions of state and federal
law including, but not limited to, applicable provisions of the federal Fair Labor Standards
Act ("FLSA") (29 USCA § 201, et seq.).
26.2 Whenever Contractor has knowledge that any actual or potential labor
dispute is delaying or threatens to delay the timely performance of this Agreement,
Contractor shall immediately give written notice to City, and provide all relevant
information.
26.3 Contractor represents that all persons working under this Agreement are
verified to be U.S. citizens or persons legally authorized to work in the United States.
26.4 To the fullest extent permitted by law, Contractor shall indemnify, defend,
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees from loss or damage, including but not limited to attorneys'
fees, and other costs of defense by reason of actual or alleged violations of any applicable
federal, state and local labor laws or law, rules, and/or regulations. This obligation shall
survive the expiration and/or termination of the Agreement.
Prudential Overall Supply Page 9 5-12
27. STANDARD PROVISIONS
27.1 Recitals. City and Contractor acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference.
27.2 Compliance with all Laws. Contractor shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Contractor shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
27.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
27.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
27.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
27.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
27.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Contractor and City and approved as to form by the
City Attorney.
27.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
27.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
27.10 Equal Opportunity Employment. Contractor represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because of race, religious creed, color, national origin,
Prudential Overall Supply Page 10 5-13
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
27.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
27.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Prudential Overall Supply Page 11 5-14
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below_
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: 7 Z
F
A on C. Harp
City Attorney
ATTEST:
Date:
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Noah Blom
Mayor
CONTRACTOR: Prudential Overall
Supply, a California corporation
Date:
By:
Chris Welch
President
Date:
By:
Jana Comer
Secretary
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — [nsurance Requirements
Prudential Overall Supply Page 12 5-15
EXHIBIT A
SCOPE OF SERVICES
UNIFORM SERVICES
0 SUMMARY
Contractor shall supply the City with the City's requirements for uniforms, shop
towels, fender covers, and floors mats, as set forth below, on a rental basis.
Additionally, Contractor shall provide on -going maintenance services for the City
consisting of laundry services, including but not limited to, weekly cleanings of
Contractor provided uniforms, shop towels, fender covers, and floors mats. This
Agreement is not intended to constitute a security agreement, but is instead only
a lease of personal property. Contractor shall purchase inventory to meet the City's
requirements, and Contractor shall retain all personal property ownership of
Contractor inventory at the expiration or termination of this Agreement. The total
compensation due to Contractor for all Services provided pursuant to this
Agreement shall be the rental and service fees set forth in Exhibit B to this
Agreement, which do not include the cost to acquire inventory supply to meet the
City's requirements, or the replacement of inventory due to normal wear and use.
• CITY RESPONSIBILITIES
o City shall provide Contractor with a designated contact person for each uniform
delivery/pick-up location. The designated contact at each location shall make
uniform delivery driver aware of any particular concerns that arise via email or
in -person when available.
o City shall use the Contractor -provided Service Tag to indicate any damaged
uniform articles or via email.
o City shall pay for uniform replacement only when uniform is damaged by the
employee and is beyond repair or lost by City staff.
o City shall deposit soiled and damaged uniform articles in separate designated
containers as provided by Contractor.
o City shall verify all Contractor provided listings and receipts of uniforms that are
picked up and delivered, immediately report any discrepancies to Contractor
via email.
o City shall notify Contractor via email of any personnel changes that affect
uniform needs, such as:
■ Addition of new personnel requiring uniforms;
■ Personnel no longer requiring uniforms and/or
Prudential Overall Supply Page A-1 5-16
■ Personnel transferred to a new department or division.
CONTRACTOR RESPONSIBILITIES/PROVISIONS
o Contractor shall provide the City with requested quantity and types of uniforms,
which include pants, shirts, shorts and coveralls.
o Contractor shall pick up, launder all soiled uniforms, and deliver to the City
cleaned uniforms.
o Contractor shall provide the City with requested quantity and types of shop
towels, fender covers and floor mats.
o Contractor shall pick up and launder all soiled shop towels and fender covers,
and deliver to the City cleaned shop towels, fender covers and floor mats.
o Contractor shall provide one locked container for the deposit of soiled uniforms
and one locked container for the deposit of damaged uniforms at each of the
following uniform delivery/pick-up locations:
■ Utilities Yard Locker Room;
■ Corporate Yard Administration Building Locker Room; and
■ Corporate Yard Equipment Maintenance Locker Room.
o Contractor shall schedule the delivery and pick-up of uniform articles on a
weekly basis, on the same day and at the same time each week.
o Contractor shall meet with the City -designated contact at each uniform
delivery/pick-up location at the time of delivery to communicate any issues,
concerns or needs when requested or when available; otherwise,
communications will be via email.
o Upon picking up uniform articles, Contractor shall count all items picked up and
leave a receipt for each City -designated contact.
o Upon delivery of uniform articles, Contractor shall provide an accurate listing of
all delivered items to each City -designated contact.
o Contractor should replace faded/worn-out uniforms with new uniforms as
determined by the City's contract manager.
o Contractor shall deliver repaired or replaced uniform articles separately (set
aside from regularly -delivered articles) and notify City -designated contact at
each uniform delivery/pick-up location regarding the delivery of repaired or
replaced items.
■ Replacement uniform articles for damaged or lost items shall be new
and unused. Replacement items are subject to a $1 per item prep
charge.
Prudential Overall Supply Page A-2 5-17
• Returned uniform articles due to size changes, style change (i.e. long
sleeve vs. short sleeve, pants vs. shorts), etc. shall be replaced in a
timely manner and charged a $1 prep charge per item.
o On as as -needed basis, City shall provide Contractor with City of Newport
Beach emblem patches to be sewn on to designated employees' uniforms.
o Contractor shall respond to any telephone, fax or e-mail correspondence from
City within twenty-four (24) hours.
o Prior to the commencement of any Agreement, Contractor shall coordinate with
the City's Accounts Payable Division to develop an acceptable billing and
invoicing methodology, incorporating the following:
■ Contractor shall invoice City once per month in arrears. Weekly
invoices will need to be summarized into one monthly invoice per
division.
■ Contractor shall submit Public Works' invoices to City via email to
Pub licWorksAP(D, newportbeachca.gov and Fire, Recreation & Senior
Services, Police Department and Utilities Department's invoices to
ap(a newportbeachca.gov.
■ Contractor shall indicate eac
name/number on each Invoice,
from Public Works Department
department name and division
separating the Utilities Department
■ Contractor shall provide a separate monthly invoice for each division.
• Invoices shall be organized alphabetically, with employees' last name
appearing first.
■ Contractor shall assign a specific employee number to each employee
receiving uniforms.
• UNIFORM REQUIREMENTS
o Contractor shall provide up to eleven (11) sets per two week period for
each employee.
■ Each set may consist of a combination of the items, totaling not
more than eleven (11) shirts, and eleven (11) pants/shorts, for a
total of twenty-two (22) individual items.
■ In addition, each employee may, depending on need, be allowed up
to five (5) pairs of coveralls.
■ Inventory is eleven (11) changes per person (including one "swing'
change) and is for a full two weeks.
■ Six shall be in the possession of the employee and five shall be in
Prudential Overall Supply Page A-3 5-18
the possession of the uniform laundry service Contractor.
• UNIFORM DESCRIPTIONS
o Shirts (collared, button up)
■ Shirt, Short Sleeve, 65/35 Polyester Blend, Light Blue or White
Color
■ Shirt, Short Sleeve, 100% Cotton, Light Blue or White Color
■ Shirt, Long Sleeve, 65/35 Polyester Blend, Light Blue or White
Color
■ Shirt, Long Sleeve, 100% Cotton, Light Blue or White Color
■ Shirt, Long Sleeve, Arc -Flash Rated (8 cal/cm' minimum), Light
Blue or White Color
■ Shirt, High -Visibility, Short Sleeve, 65/35 Polyester Blend
■ Shirt, High -Visibility, Long Sleeve, 65/35 Polyester Blend
■ Shirt, High -Visibility, Short Sleeve, 100% Cotton
■ Shirt, High -Visibility, Long Sleeve, 100% Cotton
o Pants (work/uniform style pants)
■ Pants, 65/35 Polyester Blend ,Navy Blue Color
■ Pants, 100% Cotton, Navy Blue Color
■ Pants, Arc -Flash Rated (8 cal/cm' minimum), Navy Blue Color
■ Dress/Executive style slacks. Very limited distribution/use.
o Shorts
■ Shorts, 65/35-Polyester Blend, Navy Blue Color
■ Shorts, 100% Cotton, Navy Blue Color
o Coveralls
■ Coveralls, 65/35 Polyester Blend, Navy Blue Color
o Vest
■ High Visibility Safety Vest
o Jacket
Prudential Overall Supply Page A-4 5-19
■ Shell - 65% Polyester 35% cotton
■ Lining 100% polyester
• ADDITIONAL ITEMS
o Floor Mats. Floor Mats will be required in the following sizes: 3' x 4', Tx
5', 3' x 10', 4' x 6'. Floor Mats will be rotated and laundered every two
weeks.
o Shop Towels.
■ Laundered every week;
■ Quantities to be laundered will vary depending on use
o Fender Covers. As -needed basis.
Prudential Overall Supply Page A-5 5-20
EXHIBIT B
SCHEDULE OF BILLING RATES
UNIFORM SERVICES
ITEM
ITEM DESCRIPTION
COST
FREQUENCY
REPLACEMENT
(Damaged
beyond repair or
Lost by City
Staff Only)
Shirts
Short Sleeve 65/35 Poly Blend
$0.16
WEEKLY
$15.00
Short Sleeve 100% Cotton
$0.19
WEEKLY
$16.00
Long Sleeve 65/35 Poly Blend
$0.16
WEEKLY
$15.00
Long Sleeve 100% Cotton
$0.19
WEEKLY
$16.00
Long Sleeve, Arc -Flash Rated
$0.47
WEEKLY
$65.00
High Visibility, Short Sleeve, 65/35 Poly
Blend
$0.27
WEEKLY
$35.00
High Visibility, Long Sleeve, 65/35 Poly
Blend
$0.27
WEEKLY
$35.00
Pants
65/35 Poly Blend
$0.17
WEEKLY
$17.00
100% Cotton
$0.20
WEEKLY
$18.00
Arc -Flash Rated
$0.49
WEEKLY
$66.00
Executive pant Style
$0.22
WEEKLY
$30.00
Shorts
65/35 Poly Blend
$0.16
WEEKLY
$16.00
100% Cotton
NIA
Don't Carry
Coveralls
65/35 Poly Blend
$0.31
WEEKLY
$35.00
Vest
High Visibility Safety Vest
$0.86
WEEKLY
$31.00
Jacket
JT - 22 "No Pleats"/ JT - 50 "Tall"
AS -NEEDED
ADDITIONAL ITEMS
Floor
Mats
3' x 4'
$1.88
BI-WEEKLY
$45.00
3' x 5'
$1.88
BI-WEEKLY
$50.00
3' x 10'
$4.00
BI-WEEKLY
$88.00
4' x 6'
$3.60
BI-WEEKLY
$72.00
3' x 5' Scraper rug
$1.80
AS -NEEDED
$55.00
4' x 6' Scraper rug
$2.00
AS -NEEDED
$60.00
Prudential Overall Supply Page B-1 5-21
Shop
18X18 Purple
$0.05
WEEKLY
$0.30
Towels
Fender
$0.39
AS -NEEDED
$4.00
Covers
Sewing name and City provided emblem patches
$1.00
FIRST TIME
NIA
CHARGE
Embroidering (direct on shirt) of Name & Title
$6.00
FIRST TIME
NIA
CHARGE
$1.00
PREP
NIA
Restocking Fee Included in Laundering Fee (Change
per
CHARGE
of Size, Type or Style)
item
Replacement of Damaged or Lost Item
$1.00
PREP
NIA
per
CHARGE
item
Prudential Overall Supply Page B-2 5.22
EXHIBIT C
INSURANCE REQUIREMENTS — MAINTENANCE/REPAIR/JANITORIAL SERVICES
1. Provision of Insurance. Without limiting Contractor's indemnification of City, and
prior to commencement of Work, Contractor shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Contractor
agrees to provide insurance in accordance with requirements set forth here. If
Contractor uses existing coverage to comply and that coverage does not meet
these requirements, Contractor agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Contractor shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Contractor shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council,
boards and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Contractor shall maintain commercial general
liability insurance and, if necessary, umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, products -completed
operations, personal and advertising injury, and liability assumed under an
insured contract (including the tort liability of another assumed in a business
contract).
C. Automobile Liability Insurance. Contractor shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Contractor
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
Prudential Overall Supply Page C-1 5-23
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Contractor or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Contractor hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subcontractors.
B. Additional Insured Status. All liability policies including general liability,
products and completed operations, excess liability, pollution liability, and
automobile liability, if required, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days notice of cancellation (except for nonpayment for which ten
(10) calendar days notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Contractor shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. The
certificates and endorsements for each insurance policy shall be signed by
a person authorized by that insurer to bind coverage on its behalf. At least
fifteen (15) days prior to the expiration of any such policy, evidence of
insurance showing that such insurance coverage has been renewed or
extended shall be filed with the City. If such coverage is cancelled or
reduced, Contractor shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of
Prudential Overall Supply Page C-2 5-24
insurance showing that the required insurance has been reinstated or has
been provided through another insurance company or companies. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Contractor sixty (60) calendar days advance
written notice of such change. If such change results in substantial
additional cost to Contractor, City and Contractor may renegotiate
Contractor's compensation.
C. Right to Review Subcontracts. Contractor agrees that upon request, all
agreements with subcontractors or others with whom Contractor enters into
contracts with on behalf of City will be submitted to City for review. Failure
of City to request copies of such agreements will not impose any liability on
City, or its employees. Contractor shall require and verify that all
subcontractors maintain insurance meeting all the requirements stated
herein, and Contractor shall ensure that City is an additional insured on
insurance required from subcontractors. For CGL coverage, subcontractors
shall provide coverage with a format at least as broad as CG 20 38 04 13.
D. Enforcement of Agreement Provisions. Contractor acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Contractor of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
E. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Contractor maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Contractor. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
F. Self -insured Retentions. Any self -insured retentions must be declared to
and approved by City. City reserves the right to require that self -insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
G. City Remedies for Non -Compliance. If Contractor or any subcontractor fails
to provide and maintain insurance as required herein, then City shall have
Prudential Overall Supply Page C-3 5-25
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Contractor's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Contractor or reimbursed
by Contractor upon demand.
H. Timely Notice of Claims. Contractor shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Contractor's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
Contractor's Insurance. Contractor shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the
Work.
Prudential Overall Supply Page C-4 5-26
ATTACHMENT B
CITY C'LrPX
r4)
SERVICES AGREEMENT
WITH MISSION LINEN SUPPLY FOR
UNIFORM RENTAL SERVICES
THIS SERVICES AGREEMENT ("Agreement") is made and entered into as of this
22nd day of February, 2022 ("Effective Date"), by and between the CITY OF NEWPORT
BEACH, a California municipal corporation and charter city ("City"), and MISSION LINEN
SUPPLY, a California corporation ("Contractor"), whose address on file with the Secretary
of State is 702 E. Montecito Street, Santa Barbara, CA 93103, with a local address of
5400 Alton Street, Chino, CA 91710, and is made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Contractor to supply uniform rental and maintenance
services for City, including, but not limited to, weekly staff uniform cleanings;
laundry and rental services for up to one hundred sixty (160) City employees,
cleaning of shop towels, fender covers and floor mats ("Project").
C. Contractor possesses the skill, experience, ability, background, certification and
knowledge to provide the uniform rental and maintenance services described in
this Agreement.
D. Contractor has examined the location of all proposed work, carefully reviewed and
evaluated the specifications set forth by City for the Project, is familiar with all
conditions relevant to the performance of services, and has committed to perform
all work required for the compensation specified in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on February 21, 2027, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
2.1 Contractor shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). As a material inducement to City entering into this Agreement, Contractor
represents and warrants that Contractor is a provider of first class work and Contractor is
experienced in performing the Work contemplated herein and, in light of such status and
experience, Contractor covenants that it shall follow community professional standards
5-27
with the ordinary degree of skill and care that would be used by other reasonably
competent practitioners of the same discipline under similar circumstances, in performing
the Work required hereunder, and that all materials will be of good quality.
2.2 Contractor shall perform all Work required to be performed, and shall
provide and furnish all the labor, materials, necessary tools, expendable equipment and
all utility and transportation services necessary for the Project.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this Agreement
and Contractor shall perform the Services in accordance with the schedule included in
Exhibit A. In the absence of a specific schedule, the Services shall be performed to
completion in a diligent and timely manner. The failure by Contractor to strictly adhere to
the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely
manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Contractor shall not be responsible for
delays due to causes beyond Contractor's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Contractor shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein, not later than two (2) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Contractor's control.
3.4 For all time periods not specifically set forth herein, Contractor shall respond
in the most expedient and appropriate manner under the circumstances, by fax, hand -
delivery or mail.
4. COMPENSATION TO CONTRACTOR
4.1 City shall pay Contractor for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section, and as outlined in the
Scope of Services and the Schedule of Billing Rates attached hereto as Exhibit A, and
Exhibit B and incorporated herein by reference. Except as otherwise provided herein, no
rate changes shall be made during the term of this Agreement without the prior written
approval of City. Contractor's compensation for all Services performed in accordance
with this Agreement, including all reimbursable items, shall not exceed Two Hundred
Fifty Thousand Dollars and 00/100 ($250,000.00), without prior written amendment to
the Agreement.
4.2 Upon the first anniversary of the Effective Date and upon each anniversary
of the Effective Date thereafter, the billing rates set forth in Exhibit B ("Billing Rates") shall
be adjusted in proportion to changes in the Consumer Price Index, subject to the
_ C Al
Mission Linen Supply 1 111 Page 2 5-28
maximum adjustment set forth below. Such adjustment shall be made by multiplying the
Billing Rates in Exhibit B by a fraction, the numerator of which is the value of the
Consumer Price Index for the calendar month three (3) months preceding the calendar
month for which such adjustment is to be made, and the denominator of which is the value
of the Consumer Price Index for the same calendar month immediately prior to Effective
Date. The Consumer Price Index to be used in such calculation is the "Consumer Price
Index, All Items, 1982-84=100 for All Urban Consumers (CPI-U)", for the Los Angeles -
Riverside -Orange County Metropolitan Area, published by the United States Department
of Labor, Bureau of Labor Statistics. If both an official index and one or more unofficial
indices are published, the official index shall be used. If said Consumer Price Index is no
longer published at the adjustment date, it shall be constructed by conversion tables
included in such new index. In no event, however, shall the amount payable under this
Agreement be reduced below the Billing Rates in effect immediately preceding such
adjustment. The maximum adjustment increase to the Billing Rates, for any year where
an adjustment is made pursuant to this Section, shall not exceed the Consumer Price
Index or 2.0% of the Billing Rates in effect immediately preceding such adjustment,
whichever is less.
4.3 Contractor shall submit monthly invoices to City describing the Work
performed the preceding month. Contractor's bills shall include the name and/or
classification of employee who performed the Work, a brief description of the Services
performed and/or the specific task in the Scope of Services to which it relates, the date
the Services were performed, the number of hours spent on all Work billed on an hourly
basis, and a description of any reimbursable expenditures. City shall pay Contractor no
later than thirty (30) calendar days after approval of the monthly invoice by City staff.
4.4 City shall reimburse Contractor only for those costs or expenses specifically
identified in Exhibit B to this Agreement, or specifically approved in writing in advance by
City.
4.5 Contractor shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with Exhibit B.
5. PROJECT MANAGER
5.1 Contractor shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Contractor has designated Tim Ellis to be its Project
Manager. Contractor shall not remove or reassign the Project Manager or any personnel
listed in Exhibit A or assign any new or replacement personnel to the Project without the
prior written consent of City. City's approval shall not be unreasonably withheld with
respect to the removal or assignment of non -key personnel.
Mission Linen
Page 3 5-29
5.2 Contractor, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Contractor warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. City's
Public Works Director or designee shall be the Project Administrator and shall have the
authority to act for City under this Agreement. The Project Administrator shall represent
City in all matters pertaining to the Services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
To assist Contractor in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Contractor, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Contractor's Work schedule.
8. TYPE AND INSTALLATION OF MATERIALS/STANDARD OF CARE
8.1 Contractor shall use only the standard materials described in Exhibit A in
performing Services under this Agreement. Any deviation from the materials described
in Exhibit A shall not be installed or utilized unless approved in advance and in writing by
the Project Administrator.
8.2 All of the Services shall be performed by Contractor or under Contractor's
supervision. Contractor represents that it possesses the personnel required to perform
the Services required by this Agreement, and that it will perform all Services in a manner
commensurate with community professional standards and with the ordinary degree of
skill and care that would be used by other reasonably competent practitioners of the same
discipline under similar circumstances. All Services shall be performed by qualified and
experienced personnel who are not employed by City. By delivery of completed Work,
Contractor certifies that the Work conforms to the requirements of this Agreement, all
applicable federal, state and local laws and legally recognized professional standards.
8.3 Contractor represents and warrants to City that it has, shall obtain and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Contractor to practice its profession. Contractor shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.4 Contractor shall not be responsible for delay, nor shall Contractor be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Contractor's Work promptly, or delay or faulty performance by City,
contractors, or governmental agencies.
Mission Linen Supply Page 4 5-30
9. RESPONSIBILITY FOR DAMAGES OR INJURY
9.1 City and all officers, employees and representatives thereof shall not be
responsible in any manner for any loss or damage to any of the materials or other things
used or employed in performing the Project or for injury to or death of any person as a
result of Contractor's performance of the Services required hereunder; or for damage to
property from any cause arising from the performance of the Project by Contractor, or its
subcontractors, or its workers, or anyone employed by either of them.
9.2 Contractor shall be responsible for any liability imposed by law and for
injuries to or death of any person or damage to property resulting from defects,
obstructions or from any cause arising from Contractor's Work on the Project, or the Work
of any subcontractor or supplier selected by Contractor.
9.3 To the fullest extent permitted by law, Contractor shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees (collectively, the "Indemnified Parties") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate
(directly or indirectly) to any breach of the terms and conditions of this Agreement, any
Work performed or Services provided under this Agreement including, without limitation,
defects in workmanship or materials or Contractor's presence or activities conducted on
the Project (including the negligent and/or willful acts, errors and/or omissions of
Contractor, its principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts
they may be liable or any or all of them).
9.4 Notwithstanding the foregoing, nothing herein shall be construed to require
Contractor to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorneys' fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Contractor.
9.5 Contractor shall perform all Work in a manner to minimize public
inconvenience and possible hazard, to restore other work areas to their original condition
and former usefulness as soon as possible, and to protect public and private property.
Contractor shall be liable for any private or public property damaged during the
performance of the Work by Contractor or its agents.
9.6 To the extent authorized by law, as much of the money due Contractor
under and by virtue of the Agreement as shall be considered necessary by City may be
n •
Mission Linen Supply Page 5 5-31
retained by it until disposition has been made of such suits or claims for damages as
aforesaid.
9.7 The rights and obligations set forth in this Section shall survive the
termination of this Agreement.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Contractor on an independent contractor basis
and Contractor is not an agent or employee of City. The manner and means of conducting
the Work are under the control of Contractor, except to the extent they are limited by
statute, rule or regulation and the expressed terms of this Agreement. No civil service
status or other right of employment shall accrue to Contractor or its employees. Nothing
in this Agreement shall be deemed to constitute approval for Contractor or any of
Contractor's employees or agents, to be the agents or employees of City. Contractor
shall have the responsibility for and control over the means of performing the Work,
provided that Contractor is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Contractor as to the details
of the performance of the Work or to exercise a measure of control over Contractor shall
mean only that Contractor shall follow the desires of City with respect to the results of the
Services.
11. COOPERATION
Contractor agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with Contractor on the Project.
12. CITY POLICY
Contractor shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
13. PROGRESS
Contractor is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Contractor's indemnification of City, and prior to commencement
of Work, Contractor shall obtain, provide and maintain at its own expense during the term
of this Agreement or for other periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
Mission Linen Supply Page 6 5-32
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Contractor, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Contractor is a partnership or
joint -venture or syndicate or cotenancy, which shall result in changing the control of
Contractor. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Contractor shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise required by law. City is an intended beneficiary of any Work
performed by the subcontractor for purposes of establishing a duty of care between the
subcontractor and City. Except as specifically authorized herein, the Services to be
provided under this Agreement shall not be otherwise assigned, transferred, contracted
or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
Each and every report, draft, map, record, plan, document and other writing
produced (hereinafter "Documents"), prepared or caused to be prepared by Contractor,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Contractor or any
other party. Contractor shall, at Contractor's expense, provide such Documents to City
upon prior written request.
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
19. RECORDS
Contractor shall keep records and invoices in connection with the Services to be
performed under this Agreement. Contractor shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Contractor
'1: t_ C A 1
Mission Linen Supply I Page 7 5-33
under this Agreement. All such records and invoices shall be clearly identifiable.
Contractor shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Contractor shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Contractor
under this Agreement.
20. WITHHOLDINGS
City may withhold payment to Contractor of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Contractor shall not
discontinue Work as a result of such withholding. Contractor shall have an immediate
right to appeal to the City Manager or his/her designee with respect to such disputed
sums. Contractor shall be entitled to receive interest on any withheld sums at the rate of
return that City earned on its investments during the time period, from the date of
withholding of any amounts found to have been improperly withheld.
21. CITY'S RIGHT TO EMPLOY OTHER CONTRACTORS
City reserves the right to employ other contractors in connection with the Project.
22. CONFLICTS OF INTEREST
22.1 Contractor or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
22.2 If subject to the Act and/or Government Code §§ 1090 et seq., Contractor
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Contractor shall
indemnify and hold harmless City for any and all claims for damages resulting from
Contractor's violation of this Section.
23. NOTICES
23.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
23.2 All notices, demands, requests or approvals from Contractor to City shall be
addressed to City at. -
Mission Linen Supply Page 8 5-34
Attn. Public Works Director
Public Works Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
23.3 All notices, demands, requests or approvals from City to Contractor shall be
addressed to Contractor at:
Attn: Justin Harrison, Regional Director, Sales
Mission Linen Supply
5400 Alton Street
Chino, CA 91710
24. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Contractor shall submit to City, in writing,
all claims for compensation under or arising out of this Agreement. Contractor's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
identified by Contractor in writing as unsettled at the time of its final request for payment.
Contractor and City expressly agree that in addition to any claims filing requirements set
forth in the Agreement, Contractor shall be required to file any claim Contractor may have
against City in strict conformance with the Government Claims Act (Government Code
sections 900 et seq.).
25. TERMINATION
25.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) calendar days, or if more than two (2) calendar days are reasonably required
to cure the default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
25.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Contractor. In the
event of termination under this Section, City shall pay Contractor for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Contractor has not been previously paid. On the effective date of termination, Contractor
Mission Linen Supply Page 9 5-35
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
26. LABOR
26.1 Contractor shall conform with all applicable provisions of state and federal
law including, but not limited to, applicable provisions of the federal Fair Labor Standards
Act ("FLSA") (29 USCA § 201, et seq.).
26.2 Whenever Contractor has knowledge that any actual or potential labor
dispute is delaying or threatens to delay the timely performance of this Agreement,
Contractor shall immediately give written notice to City, and provide all relevant
information.
26.3 Contractor represents that all persons working under this Agreement are
verified to be U.S. citizens or persons legally authorized to work in the United States.
26.4 To the fullest extent permitted by law, Contractor shall indemnify, defend,
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees from loss or damage, including but not limited to attorneys'
fees, and other costs of defense by reason of actual or alleged violations of any applicable
federal, state and local labor laws or law, rules, and/or regulations. This obligation shall
survive the expiration and/or termination of the Agreement.
27. STANDARD PROVISIONS
27.1 Recitals. City and Contractor acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference.
27.2 Compliance with all Laws. Contractor shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Contractor shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
27.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
27.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
Mission Linen Supply Page 10 5-36
27.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
27.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
27.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Contractor and City and approved as to form by the
City Attorney.
27.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
27.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
27.10 Equal Opportunity Employment. Contractor represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because of race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
27.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
27.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Mission Linen Supply Page 11 5-37
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
By:
on C. Harp q ��
City Attorney
ATTEST:
Date:
:.
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By
Kevin Mu oon
Mayor
CONTRACTOR:
MISSION LINEN SUPPLY, a California
corporation
Date:
in
Signed in Counterpart
John S. Ross
Chief Executive Officer
Date:
Signed in Counterpart
la
Anthony J. Mancuso
Chief Financial Officer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
Mission Linen %o6plt j v I I N v v v FO v I L v v LA v 1 1 Page 12 5-38
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:�2-
By:
a on C. HaFp
City Attorney Oaf,►✓
ATTEST:
Date:
in
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
Bv:
Kevin Muldoon
Mayor
CONTRACTOR:
MISSION LINEN SUPPLY, a California
corporation
n�+o• .))Is I &0 a -a.
on
ohn S. s
re xecutive Officer
Date: ! 15
By: K EJ7�- r------.
Anthony J. M ncuso
Chief Financial Officer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
Mission Linen Supply'
Page 12 5-39
EXHIBIT A
SCOPE OF SERVICES
Mission Linen Supply Page A-1 5-40
EXHIBIT A
SCOPE OF SERVICES
UNIFORM SERVICES
• CITY RESPONSIBILITIES
o City shall provide Contractor with a designated contact at each uniform delivery/pick-
up location. The designated contact at each location shall make uniform delivery
driver aware of any particular concerns that arise.
o City shall use the Contractor -provided Service Tag to indicate any damaged uniform
articles.
o City shall deposit soiled and damaged uniform articles in separate designated
containers as provided by Contractor.
o City shall verify all Contractor provided listings and receipts of uniforms that are
picked up and delivered, immediately reporting and discrepancies to Contractor.
o City shall notify Contractor of any personnel changes that affect uniform needs, such
as:
■ Addition of new personnel requiring uniforms;
■ Personnel no longer requiring uniforms and/or
■ Personnel transferred to a new department or division.
• CONTRACTOR RESPONSIBILITIES/PROVISIONS
o Contractor shall provide the City with requested quantity and types of uniforms,
which include pants, shirts, shorts and coveralls.
o Contractor shall pickup, launder all soiled uniforms, and deliver to the City cleaned
uniforms.
o Contractor shall provide the City with requested quantity and types of shop towels,
fender covers and floor mats.
o Contractor shall pick up and launder all soiled shop towels and fender covers, and
deliver to the City cleaned shop towels, fender covers and floor mats.
o Contractor shall provide one (1)locked container for the deposit of soiled uniforms
and one (1) locked container for the deposit of damaged uniforms at each of the
following uniform delivery/pick-up locations:
■ Utilities Yard Locker Room;
■ Corporate Yard Administration Building Locker Room; and
■ Corporate Yard Equipment Maintenance Locker Room.
City of Newport Beach ,,,
o Contractor shall schedule the delivery and pick-up of uniform articles on a weekly
basis, on the same day and at the same time each week.
o Contractor shall meet with the City -designated contact at each uniform
delivery/pick-up location at the time of delivery to communicate any issues,
concerns or needs.
o Upon picking up uniform articles, Contractor shall count all items picked up and
leave a receipt with each City -designated contact.
o Upon delivery of uniform articles, Contractor shall provide an accurate listing of all
delivered items to each City -designated contact.
o Contractor shall deliver repaired or replaced uniform articles separately (set aside
from regularly -delivered articles) and notify City -designated contact at each
uniform delivery/pick-up location regarding the delivery of repaired or replaced
items.
■ Replacement uniform articles shall be new and unused.
o On as as -needed basis, City shall provide Contractor with City of Newport Beach
emblem patches to be sewn on to designated employees' uniforms.
o Contractor shall respond to any telephone, fax or e-mail correspondence from City
within twenty-four (24) hours.
o Prior to the commencement of any Agreement, Contractor shall coordinate with
the City's Accounts Payable Division to develop an acceptable billing and invoicing
methodology, incorporating the following:
■ Contractor shall invoice City once per month in arrears.
■ Contractor shall submit Public Works' invoices to City via email to
PublicWorksAPCc@newportbeachca.gov and Utilities' invoices to
ap@newportbeachca.gov.
■ Contractor shall indicate each department name and division
name/number on each Invoice, separating the Utilities Department from
Public Works Department
■ Contractor shall provide a separate Invoice for each division.
■ Invoices shall be organized alphabetically, with employees' last name
appearing first.
■ Contractor shall assign a specific employee number to each employee
receiving uniforms.
City of Newport Bead. ,.,_
• UNIFORM REQUIREMENTS
o Contractor shall provide up to eleven (11) sets per two week period for each employee.
■ Each set may consist of a combination of the items, totaling not more than
eleven (11) shirts, and eleven (11) pants/shorts, for a total of twenty-two (22)
individual items.
■ In addition, each employee may, depending on need, be allowed up to five (5)
pairs of coveralls.
■ Inventory is eleven (11) changes per person (including one "swing' change) and
is for a full two weeks.
■ Six shall be in the possession of the employee and five shall be in the possession
of the uniform laundry service Contractor.
• UNIFORM DESCRIPTIONS
o Shirts (collared, button up)
■ Shirt, Short Sleeve, 65/35 Polyester Blend, Light Blue or White Color
■ Shirt, Short Sleeve, 100% Cotton, Light Blue or White Color
■ Shirt, Long Sleeve, 65/35 Polyester Blend, Light Blue or White Color
■ Shirt, Long Sleeve, 100% Cotton, Light Blue or White Color
■ Shirt, Long Sleeve, Arc -Flash Rated (8 cal/cm2 minimum), Light Blue or White
Color
■ Shirt, High -Visibility, Short Sleeve, 65/35 Polyester Blend
■ Shirt, High -Visibility, Long Sleeve, 65/35 Polyester Blend
■ Shirt, High -Visibility, Short Sleeve, 100% Cotton
■ Shirt, High -Visibility, Long Sleeve, 100% Cotton
o Pants (work/uniform style pants)
■ Pants, 65/35 Polyester Blend ,Navy Blue Color
■ Pants, 100% Cotton, Navy Blue Color
■ Pants, Arc -Flash Rated (8 cal/cm2 minimum), Navy Blue Color
■ Dress/Executive style slacks. Very limited distribution/use.
o Shorts
■ Shorts, 65/35-Polyester Blend, Navy Blue Color
City of Newport Beach ,.,
■ Shorts, 100% Cotton, Navy Blue Color
o Coveralls
■ Coveralls, 65/35 Polyester Blend, Navy Blue Color
o Vest
■ High Visibility Safety Vest
• ADDITIONAL ITEMS
o Floor Mats. Floor Mats will be required in the following sizes: 3' x 4', 3' x 5', 3' x 10',
4' x 6'. Floor Mats will be rotated and laundered every two weeks.
o Shop Towels.
■ Laundered every week;
■ Quantities to be laundered will vary depending on use
o Fender Covers. As -needed basis.
City of Newport Beach ,,,
EXHIBIT B
SCHEDULE OF BILLING RATES
Mission Linen Supply Page B-1
g 5-45
EXHIBIT B
SCHEDULE OF BILLING RATES
UNIFORM SERVICES
ITEM
ITEM DESCRIPTION
COST
FREQUENCY
REPLACEMENT
COST (if needed)
Shirts
Short Sleeve 65/35 Poly Blend
$0.13
WEEKLY
$18.00
Short Sleeve 100% Cotton
$0.13
WEEKLY
$22.00
Long Sleeve 65/35 Poly Blend
$0.13
WEEKLY
$18.00
Long Sleeve 100% Cotton
$0.15
WEEKLY
$22.00
Long Sleeve, Arc -Flash Rated
$0.35
WEEKLY
$45.00
High Visibility, Short Sleeve, 65/35 Poly
Blend
$0.25
WEEKLY
$32.00
High Visibility, Short Sleeve, 100% Cotton
$0.28
WEEKLY
$36.00
High Visibility, Long Sleeve, 65/35 Poly
Blend
$0.28
WEEKLY
$32.00
High Visibility, Long Sleeve, 100% Cotton
$0.28
WEEKLY
$36.00
Pants
65/35 Poly Blend
$0.15
WEEKLY
$24.00
100% Cotton
$0.20
WEEKLY
$26.00
Arc -Flash Rated
$0.40
WEEKLY
$55.00
Executive pant Style
$0.28
WEEKLY
$28.00
Shorts
65/35 Poly Blend
$0.15
WEEKLY
$22.00
100% Cotton
$0.17
WEEKLY
$24.00
Coveralls
65/35 Poly Blend
$0.35
WEEKLY
$35.00
Vest
High Visibility Safety Vest
$0.17
WEEKLY
$28.00
ADDITIONAL ITEMS
Floor
Mats
3' x 4'
$0.75
BI-WEEKLY
$50.00
3' x 5'
$0.75
BI-WEEKLY
$55.00
3' x 10'
$2.50
BI-WEEKLY
$125.00
4' x 6'
$1.75
BI-WEEKLY
$85.00
3' x 5' Scraper
$0.50
AS -NEEDED
$48.00
4' x 6' Scraper
$1.25
AS -NEEDED
$6,
City of Newport Beach 546
Shop
$0.04
WEEKLY
$0.40
Towels
Fender
$0.35
AS -NEEDED
$4.50
Covers
Additional charge for floor mats with Logos
$0.50 ea
IN ADDITION
TO STANDARD
MAT CHARGE
Sewing name and City provided emblem patches
$0.10
FIRST TIME
CHARGE
Embroidering (direct on shirt) of Name & Title
$1.00
FIRST TIME
CHARGE
**Billing shall be based on 100% of the total number of items currently allocated
for City use based on the City's most current allocation request, regardless of
whether the items are in the custody of the City or in the custody of Contractor. **
City of Newport Beach ,,,
EXHIBIT C
INSURANCE REQUIREMENTS — SERVICES
1. Provision of Insurance. Without limiting Contractor's indemnification of City, and
prior to commencement of Work, Contractor shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Contractor
agrees to provide insurance in accordance with requirements set forth here. If
Contractor uses existing coverage to comply and that coverage does not meet
these requirements, Contractor agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Contractor shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Contractor shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council,
boards and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Contractor shall maintain commercial general
liability insurance and, if necessary, umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, products -completed
operations, personal and advertising injury, and liability assumed under an
insured contract (including the tort liability of another assumed in a business
contract).
C. Automobile Liability Insurance. Contractor shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Contractor
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
:1 0 9 A I _
Mission Linen Supply I I M1 Page C-1 5-48
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Contractor or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Contractor hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subcontractors.
B. Additional Insured Status. All liability policies including general liability,
products and completed operations, excess liability, pollution liability, and
automobile liability, if required, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
C. Primary and Non Contributorx. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days notice of cancellation (except for nonpayment for which ten
(10) calendar days notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Contractor shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. The
certificates and endorsements for each insurance policy shall be signed by
a person authorized by that insurer to bind coverage on its behalf. At least
fifteen (15) days prior to the expiration of any such policy, evidence of
insurance showing that such insurance coverage has been renewed or
extended shall be filed with the City. If such coverage is cancelled or
reduced, Contractor shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of
n •
Mission Linen Supply Page C-2 5-49
insurance showing that the required insurance has been reinstated or has
been provided through another insurance company or companies. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Contractor sixty (60) calendar days advance
written notice of such change. If such change results in substantial
additional cost to Contractor, City and Contractor may renegotiate
Contractor's compensation.
C. Right to Review Subcontracts. Contractor agrees that upon request, all
agreements with subcontractors or others with whom Contractor enters into
contracts with on behalf of City will be submitted to City for review. Failure
of City to request copies of such agreements will not impose any liability on
City, or its employees. Contractor shall require and verify that all
subcontractors maintain insurance meeting all the requirements stated
herein, and Contractor shall ensure that City is an additional insured on
insurance required from subcontractors. For CGL coverage,
subcontractors shall provide coverage with a format at least as broad as CG
20 38 04 13.
D. Enforcement of Agreement Provisions. Contractor acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Contractor of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
E. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Contractor maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Contractor. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
F. Self -insured Retentions. Any self -insured retentions must be declared to
and approved by City. City reserves the right to require that self -insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
..f..�
Mission Linen Supply �% Page C-3 5-50
G. City Remedies for Non -Compliance. If Contractor or any subcontractor fails
to provide and maintain insurance as required herein, then City shall have
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Contractor's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Contractor or reimbursed
by Contractor upon demand.
H. Timely Notice of Claims. Contractor shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Contractor's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
Contractor's Insurance. Contractor shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the
Work.
IL AL AV
Mission Linen Supply Page C-4 5-51
From:
Customer Service
To:
Moroan, Shelby
Cc:
lori.alcala aPebix.com
Subject:
Compliance Alert -Vendor Number FV00000726
Date:
March 08, 2022 8:07:47 PM
[EXTERNAL EMAIL I DO NOT CLICK links or attachments unless you recognize the sender and know the content
is safe.
This Account has moved from non -compliant to COMPLIANT status and is currently in compliance for certificate
of insurance requirements. FV00000726 Mission Linen & Uniform
Sent by Ebix, designated insurance certificate reviewer for the City of Newport Beach.
City of Newport Beach ,,,